👋 Communication at Remote
At Remote our main form of communication is asynchronous communication. We also use loom and zoom recordings to share communication with each other and limit meetings, when communication can be shared async and we were able to solve a problem before a call/ meeting. We always use our values, as well as our DEI principles when we communicate and engage each other daily. We encourage everyone at Remote, regardless of who and how you are communicating to utilize these guidelines to create effective and inclusive daily communication.
🙋🏼 Tips for effective communication
When in doubt, always refer back to Remote’s values when communicating with others.
- The single source of truth for all information and documentation is our Remote Handbook and Notion Workspace. Our Remote Handbook and Notion Workspace, should always be updated. Slack and other communication channels like email, are not our single source of truth and therefore should be utilized to over-communicate with clear links to the handbook or workspace.
- Aim to use inclusive language, review our examples of inclusive language or contribute to them.
- The more clear and direct (but always kind) your communication is, the easier it is for someone else to understand.
- Avoid using acronyms and abbreviations. They will always be super confusing to almost any audience and although it feels “logical/obvious” to you, it might not be logical to someone else. We all come from very different backgrounds.
- Use public Slack channels to communicate. This ensures we all share knowledge, we can all contribute to the discussion and we can all be on the same page. Private channels are only for very sensitive topics, but should not be used daily for team communication.
- Create a safe space so other feels comfortable to say ‘I don’t understand, can you explain again?’ Everyone should feel like they belong.
- Be open to different styles of communication. We are a hugely diverse organisation and that is one of our strengths.
- Be considered and highly aware of timezone inclusivity and how and when you communicate, especially if there is a timeline involved. Communicating that you need something urgent to be actioned by a Remoter in APAC (Asia Pacific) timezone, late on Friday UTC, means they will only see on their Monday morning.
- Got questions or feedback? The people team want to hear it. Reach out to the People team.
🚫 Remote has a zero-tolerance policy regarding our standards as described above.
🕰️ Use UTC when Referencing Time
Use Coordinated Universal Timezones(UTC) as the format for scheduling events and estimated delivery dates. This makes sense for anyone at any time of the day regardless of the timezone.
- 👎 Bad: “I will do it this afternoon.”
Why: Your afternoon might not be the same as the others.
- ⏲️ Okay: “I will do it later, in 2-3 hours."
Why: You are still relying on the other person to read the message at the same time you posted it.
- 💯 **Good: "**I will do it around 18-19 UTC"
Why: A message that makes sense for anyone, anywhere.
📗 Preferred Language - English
At Remote we have standardised language to English. It's widely spoken and as close to an "international language" as it's possible to get, being the official language for both sea and air. External communications should be done in US English (en-us), but internally you can speak in which ever variant you're native in or most identify with.
Default to Asynchronous Communication
🚆 Always favor asynchronous(async) communication over synchronous(sync) communication. Sync communication is costly, interrupts peoples’ thought processes, and hinders productive execution. When there is a need to use sync methods, ensure it is for the right reasons, and document the meeting. Please be pragmatic at all times and be mindful of limiting attendance numbers. Such reasons can include:
- A material decision is needed and the additional focus and dynamism from a short meeting will aid this.
- Async communication on a complex issue has become unwieldy and people are confused. A short meeting is needed to clarify things before reverting to async.
- Developing rapport, improving soft skills or delivering tough messages.
- Exec offsites for strategic planning.
Main Article - Working Async at Remote
🤝 Meetings at Remote
🚅 Make it really easy for others to contribute.
Enable others with a Notion page, a Google form, or something similar to make sure you get what you need AND make it easy for others.
Set clear expectations. If you need contributions, make that known who you need it from and by what date. Example: Please complete this by Monday 4th.
Remind people. Don't be afraid to follow-up. Calendar events can also be useful. You could even have checkmarks for each individual person you'd like feedback from.
- Include Stakeholders, Stick to an Agenda, Be Courteous, Take Useful Notes, End with Action Plan
- Schedule using "speedy meetings" in GCalendar
- Check people’s calendars prior to scheduling a meeting and do not simply insert a meeting over someone’s pre-existing commitments, please check first. Also, give folks context on why you are inviting them.